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Media Services

Web page for the media center

Usage Policies

Usage Policy

General Media Services Request Requirements:

  • Requests for classroom use and faculty/staff equipment loans have priority.
  • Many classrooms and event spaces already contain media equipment. See below for a complete list.
  • If you are unsure about your needs, please contact Media Services prior to submitting a request so that we can provide recommendations for your setup needs.
  • Media Services cannot provide equipment or support for concerts, DJs, or dances.
  • Evening and weekend events will be set up during normal business hours (Monday – Friday, 8:30 a.m. – 5 p.m. during the academic year). Rooms must be booked at least ½ a business day before the event and ½ a business day after the event to allow time for equipment setup and teardown. Due to staffing constraints, Media Services is unable to provide setup/teardown outside of standard business hours.
  • Departments, organizations, or individuals requesting equipment for an event must take full responsibility for the safe operation, storage, and security of any Media Services equipment including any equipment that is left on-site overnight.
  • If Media Services cannot meet your needs, some sound requests can be met through the campus organization H-Tech, which can be contacted through the Office of Campus Involvement.
  • In some cases, contacting an outside AV company to provide the requested service may be required, the cost of which would be assumed by the requesting department or campus organization. Media Services can recommend companies to contact.

Request Requirements for Faculty/Staff:

  • Requests for single media equipment items must be made at least one (1) week in advance. Later requests will be supported, when possible, but they are not guaranteed.
  • Requests for major events requiring multiple media equipment (e.g. setting up a projector, sound system, and microphones) must be made two (2) or more weeks in advance.

Request Requirements for Student Organizations:

  • Student organizations requesting multi-media equipment for a program or event must follow the guidelines listed in our Media Services Policy for Student Organizations.
  • An advisor, faculty, or staff member must contact Media Services to verify that a student or organization is using equipment for an event before a request is met.  
  • A copy of the policies is given to the Office of Campus Involvement to distribute to the clubs and organizations on campus.

 

Media Copyright Concerns

Some General Guidelines for AV Materials

  • Music may be in the public domain, but the performance and arrangement can be copyrighted
  • Synch rights must be obtained for background music
  • No admission may be charged in a school setting (band concerts). Performance may be fair use, but a copy of the actual print music must be legally obtained for each student and participant.
  • There may be several copyright holders, i.e. on music you may have a composer, performer, producer, arranger, publisher, record label, etc.
  • Extracurricular activities and entertainment purposes do not fall under Fair Use.
  • You cannot convert an AV work to another format except under certain conditions when the hardware is obsolete, or an analog work is not available in digital format.

Off-air Video Recording

  • Tapes must be destroyed within 45 days unless permission is obtained
  • Only nonprofit educational institutions may use them
  • Only programs transmitted for reception by the general public without charge may be used (no pay channels or satellite transmissions)
  • May not be done regularly and may not be altered

Media Services Policy for Student Organizations

The following procedures are for student organizations and clubs requesting multimedia equipment from Media Services:

  1. Because the Media Services department’s equipment is used primarily for academic purposes (i.e. classes, lectures, meetings), academic event needs will always take priority.
  2. All requests should be made at least one week in advance. Media Services cannot guarantee equipment availability or set-ups for requests made with less than one week’s notice.
  3. While most requests are scheduled through the Office of Special Events, a request for or consultation for media equipment can be scheduled with Media Services staff as well. In these cases, club or student organization leaders must inform the Office of Special Events, either while requesting the event, or after consulting with Media Services staff. 
  4. When contacting Media Services, student clubs and organization leaders should be prepared to provide the following information:
  1. Name, date, and time of event.
  2. The type of equipment requested for the event.
  3. If a club or organization is not sure what equipment is needed for the event, consult with Media Services staff and explain what the club or organization is hoping to achieve with their event. Media Services staff will inform the club or organization leaders if the organization’s requests can be fulfilled.
  4. Who from the organization will pick up the equipment on the day of the event, or will the club or organization require Media Services staff to complete the setup?
  5. Who will take full responsibility for the requested equipment?
  6. This will require an advisor, faculty, or staff member to contact Media Services directly to verify that the student club or organization is using equipment for a sanctioned club or organization event.
  7. A Media Services Equipment Loan Form MUST be signed when the equipment is picked up, or (in some cases) when Media Services delivers the equipment for setup.
  8. Where will the equipment be secured overnight, if/when Media Services staff cannot pick up equipment until a later date?
  1. Only advisors, faculty, or staff can reserve high-demand equipment (i.e., laptop computers, LCD projectors, camcorders, and the like) from Media Services. Student club or organization leaders can pick up the equipment ONLY AFTER verification is given.
  2. With a few exceptions, student organizations are PROHIBITED from taking Media Services multimedia equipment off-campus.